Resources and Sample Documents

RESOURCES AND SAMPLE DOCUMENTS

SCOPE: This section provides samples of documents that members may wish to use

PURPOSE: To ensure that members do not have to “re-create the wheel”

Section Resource Page 1: Planning/Organisation 3 Tournament Management Document example: 4 Structure - Tournament Management Structure - Tournament Duty Allocation (Hockey NZ) Web links: FIH Event Documents - http://www.fih.ch/en/fih/sport/event Communication Document example: 16 - Host Association Checklist (Hockey NZ) - Team Newsletter format (Oceania Hockey Federation) - Match Sheet (FIH) - Code of Conduct (FIH) - TD Manual (Oceania Hockey Federation) - Technical Briefing – What to cover Web links: nil Finance/Administration Document example: 35 o Tournament Budget (Oceania Hockey Federation) o Guidelines for Tournament Turf Charges (Hockey NZ) Web links: nil Volunteers Document example: 40 o Ball Attendant Training & Protocol Web links: nil Job Description Document example: 44 o Job Description Example – Team Liaison Officer o Job Description Example – Operations Manager Web links: nil Event Evaluation Document example: 47 Tournament Evaluation - Host Country Report Web links: nil 2: Venue 54 Match Protocol Document example: 55 Pre Match Countdown Protocol Web links: nil Pitch & Venue Document example: 57 Requirements Venue / Facility Checklist (Hockey NZ) Host Association Checklist (Hockey NZ) Web links: FIH Pitch Standards - http://www.fih.ch/en/fih/sport/pitches Seating and Ticketing Document example: 63 Seating Plan diagrams (Ticket Master & England Hockey) Web links: nil Catering Document example: nil 65 Web links: nil

2: Venue (continued…) 54 Security/Health & Safety Document example: 66 - First Aid Plan (Hockey NZ) - Smokefree Sponsorship responsibilities (Hockey NZ) Web links: FIH Medical Guidelines and Documentation - http://www.fih.ch/en/sport/medical Signage Document example: nil 69 Web links: FIH Signage Guidelines - http://www.fih.ch/files/Sport/Event%20Management/Stadiu m%20advertising.pdf 3: Marketing & Promotion 70 Marketing & Promotion Document example: nil 71 Web links: nil Media Document example: 72 Beginner‟s Guide to Hockey diagram (OHF) Tournament Daily News (OHF) Announcers Script (OHF) Media Manual (Hockey NZ) Web links: nil Television Document example: nil 80 Web links: nil 4: Other/External Agencies 81 Drug Testing Document example: nil 82 Web links: FIH Anti-Doping Regulations - http://www.fih.ch/files/Sport/Medical/Anti%20Doping%20Re gulations.pdf World Anti-Doping Agency - http://www.wada-ama.org/en/ FIH Medical Guidelines and Documentation - http://www.fih.ch/en/sport/medical Officials Document example: 83 Umpire Performance Feedback Form Web links: FIH Umpire Section - http://www.fih.ch/en/sport/umpiring Umpire Briefing (FIH) - http://www.fih.ch/files/Sport/Umpires/2011%20FIH%20Um pires%20Briefing%20V2%20as%20at%2015%20June%20 2011.pdf

Section 1 Planning/Organisation

3 Tournament Management Structure

Document example:

- Tournament Management Structure

- Tournament Duty Allocation (Hockey NZ)

Web links:

- FIH Event Documents - http://www.fih.ch/en/fih/sport/event

4 TOURNAMENT MANAGEMENT STRUCTURE

TOURNAMENT MANAGER TECHNICAL DIRECTOR

Tournament Venue Venue Finance & Spectator Communications Administration Technical Area Administrator Officials Maintenance Services Ticketing Management or Controller

Opening & Water Administration Ticket Closing Guns/Stretcher Umpire Manager Security Bar Manager Website Gate Entry Reception Reconciliation Functions Bearers

Merchandise Liaison Officers Pavilion Power & Lighting Coffee Shop Media Liaison Team Flags Match Sheets Umpires Reconciliation (1 per team) Stewards

Food & VIP / Medal Dugouts / Match Administration Technical Sound System Venue Catering Video Tower Beverage Tournament Ceremonies Ice Runner Officers Reconciliation Pass Seating

Corporate / VIP Youth Changing Room Car Parking Announcer Daily Banking Public Seating Practice Times Judges Hospitality Programme Security

Toilet Facilities & Daily Tickets Scoreboard Results Board Cleaners

Programme Medical Room Event Protocol Sales

Ball Attendants

5 Hockey New Zealand

Hockey NZ, Host Association, Tournament Administrator and Tournament Director Duties for

 NATIONAL SENIOR TOURNAMENT  NATIONAL HATCH & COLLIER TOURNAMENTS  NATIONAL UNDER 21 TOURNAMENT  RANKIN CUP & INDIA SHIELD  NATIONAL UNDER 18 TOURNAMENTS  FEDERATION CUP & MARIE FRY TROPHY  NATIONAL UNDER 15 TOURNAMENTS

Updated December 2010

Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Allocate tournament to an Association. Tour nament

Allocations  Advise all associations/schools of the tournament venue.  Publish those Associations/Schools eligible to enter the tournament.  Remind associations/schools to send their Tournament Entries entry forms to the Hockey NZ office.  Remind associations of the tournament entry closing date. Host Association,  Ensure the TA, HA, TD and UM have the Tournament names, addresses and phone numbers of Administrator, one another and the details of the Hockey Tournament Director NZ contact. & Umpires’ Manager  Consult with Hockey NZ regarding suitable people available to be the TA.  Consult with the HA regarding suitable  Appoint the TA. Tournament people available to be the TA.  Once the TA has been appointed, provide Administrator  Advise the TA of their appointment. them with all information regarding the tournament.  Continue to liaise with the TA. Tournament Director and Umpires  Appoint TD and UM.  Liaise with the TD and UM.  Liaise with the TD and UM.  Liaise with the HA, TA and UM. Manager  Ensure you have a copy of this  Ensure the TA, HA and TD has a copy of  Ensure you have a copy of this document. Hockey NZ, HA, TA this document.  Ensure you have a copy of this document. document.  Ensure you have a copy of the TDs and TD Duties  Ensure the TA and TD has a copy of the  Ensure you have a copy of the TD‟s Duties. TD‟s Duties. Duties.

6 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Ensure the HA provides you with the  Ensure Hockey NZ provides you with the  Advise the HA and TD the names of the  Advise the TA of the names of the Teams Participating names of the participating teams and names of the participating teams and the participating teams, plus the contact names participating teams and the contact names At The Tournament the contact names and addresses of contact names and addresses of each and addresses for each team. and addresses of each team. each team. team.  Receive a copy of team registration forms from the HA before the Tournament Briefing.  For age group tournaments, ensure that  Remind team contacts that the team  Ensure all teams have returned their the players are not older than the age registration form is available on the Hockey registration forms.  Ensure you receive a signed copy of group of the tournament, or for sec Team Registration NZ website and the dates it‟s to be  Give a copy of all team registration forms the team registration forms at or school tournaments ensure players are Forms submitted. to the TD and TA before the Tournament before the Managers‟ Meeting. Year 9-13 and under the age of 19 as at  Ensure the HA receives a copy of all the Briefing. January 1 in the year of the tournament. team registration forms  Ensure all players signatures are on the team registration form. No player may participate at tournament if they have not signed the team registration form. Player Eligibility At  Advise the TD and TA of whom the official  Check that teams have abided by the Hockey NZ 'guest' and „province of origin‟ players are player eligibility rules for the tournament. Tournaments for each team where applicable.  Appoint an organising committee with tournament secretary and persons responsible for: o Finance o Photographs o Umpires o Medical Committee o Changing Room/ o Catering Toilet/Shower o Local promotion of o Accommodation Info tournament for teams o Team & umpire Organising o Souvenirs (optional) liaison officers Committee o Opening and o Separate room for closing ceremonies umpires (in conjunction with o Turf watering (if TA) applicable) o Control office for TA, o 80% Alcohol TD, UM Solution for blood on o Equipment - field, playing surface flag poles, goals, o Ball boys/girls technical bench (Senior National, o Transport U21 Tournaments)  Do seedings and draw  Check the match times and check for any  Send a copy of the proposed draw to the errors of the proposed draw sent to you by HA for them to check match times. Hockey NZ.  Ensure you receive a copy of the Draw  Send copy of the finalised draw to the TA,  Ensure you receive a copy of the draw.  Send copy of the finalised draw to draw. HA, TD, UM and participating teams (excl. participating sec schools (for Rankin Cup, sec school tournament teams). Federation Cup, India Shield, Marie Fry)  Enter draw into TournamentMaker.

7 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Ensure the HA, TA, TD and UM have a copy of the tournament rules.  Advise team contacts that a copy of the  Ensure that you read the tournament  Ensure that you read the tournament tournament rules is available on the rules and are aware of all the rules. rules and are aware of all the rules. Tournament Rules  Be familiar with the tournament rules. Hockey NZ website or from their local  Ensure you have copies available  Ensure you have copies available during Association. during the tournament. the tournament.  Advise all team contacts to obtain a copy and ensure they read the tournament rules.  Host Association to complete a First Aid  Ensure that the Host Association provides Plan and send to Tournament and Events a First Aid Plan 6 weeks prior to the Manager 6 weeks prior to the tournament First Aid tournament. This must include a quote if for approval. This must include a quote if Host Association will be on charging teams Host Association will be on charging teams for First Aid Costs for First Aid Costs.  Bring the Hockey NZ Head Injury policy to the attention of managers during the Head Injury Policy Technical Briefing at the Tournament Briefing.  Bring the Hockey NZ Code of Conduct Code of Conduct  Ensure the TA, TD and HA have a copy of policy to the attention of managers

Policy the Hockey NZ Code of Conduct policy. during the Technical Briefing at the Tournament Briefing.  Bring the Hockey NZ Anti Doping Code to the attention of managers during the Technical Briefing at the Tournament  Ensure the TA, TD and HA have a copy of Briefing. Anti Doping Code the Hockey NZ Anti-Doping Code. NB Drug Free Sport NZ is unlikely to carry out drug testing at Hatch Cup, Collier Trophy, Under 15, Under 18 and Secondary School tournaments. Alcohol Free, Drug  Bring the Hockey NZ Alcohol Free, Drug Free & Smoke Free Free and Smoke Free policy to the Policy (Hatch, Collier, attention of managers during the U15, U18 & Secondary Technical Briefing at the Tournament School Tournaments) Briefing.  Bring the Hockey NZ Mouth Guard policy to the attention of managers during the Mouth Guard Policy Technical Briefing at the Tournament Briefing  Sponsorship obtained by the HA is to be compatible with Hockey NZ sponsorship.  Advise the TA and HA of the name of the  The Hockey NZ Tournament and Events tournament sponsor and names of Hockey Manager is to be advised of any acquired  Ensure the HA has displayed Sponsors NZ sponsors. sponsorship. sponsors banners.  Inform the TA and HA if any sponsors  Inform the TA of any local sponsorship that banners are to be displayed. is obtained.  Ensure any HNZ sponsors banners are displayed.

8 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Advise Participating Teams of: Venue address Turf fees Dentists Medical centres  Ensure the HA gives you copies of Information To Physiotherapists information that is sent to participating Participating Teams List of available accommodation teams. Transport available Keep teams informed with regular newsletters.  Give a copy of all information sent to teams, to the TA.  Provide local media with draw and any  Send a Press Release regarding the  Ensure the HA keeps you informed of other tournament information. Tournament Publicity tournament, to the media one week prior to information that has been sent to the  Give the TA a copy of all information that the commencement of the tournament. local media. has been sent to the local media.  The TA is responsible for co- coordinating the opening & closing ceremonies.  Liaise with Hockey NZ and the HA  Liaise with the TA regarding the format of regarding the opening and closing the opening and closing ceremonies. ceremonies.  Inform the TA if any Hockey NZ Board  Welcome people to the tournament. Opening & Closing members, Hockey NZ officials or National  Liaise with TA.  Thank and acknowledge tournament Ceremonies Selectors will be present at the opening sponsors and Hockey NZ sponsors. and closing ceremonies.  Acknowledge Hockey NZ Board representatives and National Selectors that may be present.  Thank HA.  Arrange presentation of trophy and certificates at the closing ceremony.  Arrange a venue for the Tournament  Liaise with the TA as to the format of the  The TA is to run the Tournament Briefing and Umpires Meeting (to be held Tournament Briefing. Briefing. Tournament Briefing before the tournament starts).  Present Technical Briefing at  Inform the TA of the names of the Hockey  Liaise with Hockey NZ as to the format & TD & Umpires  Liaise with the TA, TD and UM for date and Managers‟ Meeting. Present Technical NZ Board members that will be present at of the meeting. Meeting time of meeting. Briefing at Umpires‟ Meeting the Tournament Briefing and during the  Liaise with the HA.  Inform managers of all teams of time, date tournament.  Liaise with the TD. and venues of meetings.  Ensure that National Selectors receive a  Advise the TA, HA and TD if National National Selectors copy of the team registration forms and Selectors are going to be present. tournament programme. Hockey NZ Payment To Host Association  Send the first payment to the HA before the  Invoice Hockey NZ for first Host Payment (Youth Tournaments tournament starts. only)

9 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  The HA is responsible for the contents of the tournament programme.  Liaise with Hockey NZ regarding any advertising that is to be included in the programme.  The programme is to include: - Hockey NZ President‟s Message - Youth Council Chairperson‟s Message (Youth Tournaments only)  Provide programme covers (size - A4 - Names of Hockey NZ officers, board, folded in half) staff & councils  Provide the HA with the following - Names of the TA, TD, UM & Umpires. information: - History/Previous winners of tournament - Hockey NZ Presidents Message - Names of all teams and team - Youth Council Chairpersons Message members along with team playing Tournament (Youth Tournaments only) colours including alternative strip  Liaise with the HA. Programme - Names of Hockey NZ Officers, board, - Tournament protocols staff & councils - Time and venue of Tournament - Names of TD, UM and Umpires Briefing - History/previous winners of tournament - Time and venue of opening and - Any sponsors advertisements that are closing ceremonies to go in the programme. - Team accommodation and contact phone number - Draw and results table - Space for final placings - Name, address and phone numbers of medical centre, dentist & physiotherapist  Provide programmes free of charge to each team member. The HA may charge spectators for programmes.  Liaise with the TA.  Advise Hockey NZ of the turf charges before the tournament commences.  Advise participating associations of the turf costs before the tournament commences.  The HA is responsible for the collection of turf fees from each participating  Ensure the turfs costs charged by the HA Turf Costs association. are within the Turf Charge Guidelines.  For Secondary School tournaments, the HA is to invoice Hockey NZ (after the tournament has finished) up to $100 GST incl. for each participating team. If turf fees are more than $100 per team, HA to invoice each team for the balance.  Liaise with Hockey NZ regarding official  Advise the HA of whom needs official passes for VIP's, Life Members, Hockey Official Passes  Liaise with the HA. passes. NZ officials, Sponsors and Media.  Liaise with TA

10 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Send the certificates and medallions to the  Ensure that the trophy, certificates and HA before the tournament commences. medallions are with the HA.  Contact the current trophy holder(s) and Trophies, Certificates  Ensure that the engraving is up to date. ensure that they give the trophy(s) to the & Medallions  Ensure that the names are written on the HA before the tournament commences. certificates before the certificates are  Advise the TA the name of the current presented. trophy holder(s).  Provide MVP certificates (one MVP  Ensure every team is aware of the award MVP Awards nominated per team) and guidelines  Arrange venue for coaching seminar or  Ensure teams have been informed if a Coaching Seminars &  Advise HA if coaching seminar or other other functions if advised by Hockey NZ. coaching seminar or other functions are Other Functions functions are to be held.  Advise the TA, TD, UM and teams of to be held. venue, time and date.  Ensure the markings are correct and are visible on the field.  Ensure the goals are the correct size and  Liaise with HA regarding the following: are in good condition i.e. no holes in the Ensure the lines are visible on the nets or boards and no sharp edges on the field. goal. Ensure that the goals are the correct size and in good  Ensure there are flag poles. condition, i.e. no holes in the Hockey Field, Goals  Ensure there is a score board. nets or boards, or no sharp & Equipment  Liaise with the TD. edges on the goal.  Ensure there is an appropriate area, Flag poles preferably a video tower at the goal ends Technical bench for team video analysts and their Score board equipment. The video area must include Turf watering power outlets and cover. (Compulsory at General facilities U21‟s, recommended at all other tournaments)  Advise the participating teams that they are to supply their own match balls. Match Balls  Advise the TA and TD that teams are to bring their own match balls.  Organise ball boys/girls (Senior National & U21 tournaments for full duration or finals  Check if the HA are having ball Ball Boys/Girls day only, all other tournaments optional). boys/girls.  Liaise with the TA and TD.  Appoint a Liaison Officer for each team and Liaison Officers the umpires.  Liaise with the TA.  Ensure tournament shirts include the Hockey NZ Tournament Naming Rights  Provide the HA with Hockey NZ logo and Sponsor logo Tournament Shirts tournament naming rights sponsor logo if  Send shirt design to Hockey NZ for applicable. approval (HNZ logo can only be used on HNZ’s sponsor’s apparel).

11 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Arrange opening & closing ceremonies.  Liaise with HA and Hockey NZ. Opening & Closing  Liaise with the TA. Ceremonies  The closing ceremony is to include presentation of the trophy and certificates.  Ensure that the sponsors names are acknowledged regularly over the loud speaker.  Ensure sponsors attending the tournament have passes (if passes  Invite tournament sponsors to attend required) to attend the tournament. tournament.  Ensure that any sponsors present at the  Advise the TA and the HA if the  Erect sponsors banners as directed by HNZ. tournament are looked after. tournament sponsor will be present at  Return sponsors banners to appropriate Sponsors  Ensure that the tournament sponsors any stage during the tournament. people. name is on results page you send to the  Advise the TA and HA if there are any  Liaise with the TA. media. sponsors banners to be displayed during  Ensure that the HA have received all the the tournament. sponsors banners that are to be displayed at tournament.  Ensure HNZ sponsors banners are displayed in a prominent position.  Liaise with the HA.  Have a control office for the TA at the tournament with phone, fax, computer with internet access, photocopier, loud speaker system, scoreboard. Control Office  Provide a separate office or room with computer facilities for the TD.  Provide a separate office or room for the Umpire Manager and Umpires.  Liaise with the TA and TD.  Ensure that the Hockey NZ Head Injury policy is enforced at the Head Injury Policy tournament.  Liaise with the TA.  Ensure that the Hockey NZ Code of Code of Conduct Conduct policy is enforced at the

Policy tournament.  Liaise with the TA.  Ensure that the Hockey NZ Anti Doping Code is enforced at the Anti Doping Code tournament.  Liaise with the TA.

12 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities Alcohol Free, Drug  Ensure that the Hockey NZ Alcohol Free & Smoke Free Free, Drug Free and Smoke Free Policy (Hatch, Collier, policy is enforced at the tournament. U15, U18 & Secondary  Liaise with the TA. School Tournaments)  Ensure that the Hockey NZ Mouth Guard policy is enforced at the Mouth Guard Policy tournament.  Liaise with the TA.  Provide sufficient and adequate changing Changing Room/ rooms, showers and toilets for teams. Showers & Toilets  Provide toilets for spectators.  Ensure there is a dug out for each team‟s management and reserves. Also provide a Dug Out central technical dugout or covered area (for U21 power is to be supplied to the technical dugout).  Ensure there is catering available for players, Food & officials and spectators. Free lunch to be Refreshments supplied for officials.  The Host Association must ensure a St

Johns representative or other competent

qualified First Aider (i.e. medical practitioner,

nurse) is present on site and responsible for First Aid first aid at all times during tournament.

 Provide a first aid room. In addition provide

a room with toilet and waiting area for Drug

Testing.

 Liaise with the Host Association  Ensure there is an 80% alcohol solution regarding availability and location readily available at the tournament venue for 80% Alcohol Solution of 80% alcohol solution. blood on the artificial surface.

 Liaise with the TD.

 Ensure there are facilities available for  Send results to media before 6pm daily.  Provide TA and HA with instructions for media, i.e. access to telephones, internet,  Send results to Hockey NZ each day. updating and sending results to media good viewing areas (if media present). Media & Results  Ensure that the tournament sponsors using TournamentMaker on the Hockey  Liaise with the TA to ensure results are name is on the results sheet you send to NZ website. provided to the media before 6pm daily and the media and Hockey NZ. Hockey NZ.

13 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Ensure all score cards are handed in after each game.  Check all results after each game.  Record results on score board, your Provide TA and HA with instructions for master programme and on updating and sending results to media Match Results TournamentMaker after each game. using TournamentMaker on the Hockey NZ website.  When reading results out and giving information over the loud speaker system during the tournament, ensure you say the tournament sponsors name as much as possible.  Ensure score cards are available for  Provide score cards. Score Cards each match.  Liaise with the TA.  Liaise with the HA.  Ensure MVP nominations are made by MVP Award each team  Ensure that the National selectors have National Selectors copies of the team registration forms.  Make decisions where necessary (liaise with Hockey NZ and TA).  If something occurs that is not Decision Making covered in the tournament rules, contact Hockey NZ. Form a committee of the TD (chair), TA and a TD‟s nominee if necessary.  Keep receipts of all agreed personal expenses related to the tournament Expenses and send to the Hockey NZ office at the completion of the tournament for reimbursement.

14 Task Hockey NZ Responsibilities HA Responsibilities TA Responsibilities TD Responsibilities  Return all sponsors banners to the  Ensure the HA returns all sponsors Sponsors Banners appropriate people. banners to the appropriate people.  Liaise with the TA.  Ensure they are returned to the Hockey Result Cards/Sheets NZ office.  Ensure the TA submits a Tournament Report  Furnish a written report to the Hockey to Hockey NZ within 4 weeks of the NZ office within four weeks of the  Furnish a completed assessment form conclusion of the tournament. tournament concluding. to Hockey NZ within four weeks. Tournament Report  Ensure a Tournament Financial Statement is  The tournament report is to include all  Furnish a written report to NZHUC submitted to Hockey NZ within 4 weeks of items set out on the Domestic Report within four weeks the conclusion of the tournament. Cover Sheet.  Complete a Host Self Evaluation form on the Host Self Evaluation tournament organisation and submit with the Tournament Report Hockey NZ Payment  Send the final payment to the HA once to Host Association  Send invoice to Hockey NZ for final host the TA‟s report and Financial Statement (Youth Tournaments payment has been received Only)  Send to Hockey NZ (with your tournament Recommendations report), any recommendations or For Future suggestions you may have for future Tournaments tournaments.

15 Communication

Document example:

- Host Association Checklist (Hockey NZ)

- Team Newsletter format (Oceania Hockey Federation)

- Match Sheet (FIH)

- Code of Conduct (FIH)

- TD Manual (Oceania Hockey Federation)

- Technical Briefing – What to cover

Web links:

- nil

16 HOST ASSOCIATION CHECK LIST

PLEASE ENSURE THIS FORM IS FULLY COMPLETED PRIOR TO HOSTING EACH NHL MATCH

Before the NHL commences please check the following:

 Have you set up an NHL organising committee? (Facilities, Publicity/Promotion, Teams/Officials, Medical, Volunteers, Financial, etc)

 Have you received your copy of the NHL Association Manual?

 Do you have a copy of the NHL Media Pack and have you forwarded this onto the media (local radio stations, newspapers)

 Have you made an effort to promote and profile each NHL match?

 Have you received NHL posters and displayed these: . around the ground . in shopping malls . in schools

 Have you received the NHL Official Programme?

 Have you given a NHL Official Programme to your teams and team management?

 Please appoint a Publicity Officer and ensure they have a copy of the relevant information from the Association Manual and Official Programme (Draw, Media Pack, Publicity Officer Responsibilities and Hockey NZ Media Officer contact details)

 Please send to the Hockey NZ office, a copy of any coverage you receive in your local newspaper regarding the NHL and your team/s (on a weekly basis)

Before each NHL match you host please check the following:

 Follow the NHL “Host Association Responsibilities” and “Tournament Director Responsibilities”

 Have you recruited enough volunteers to ensure every aspect of hosting the matches is covered?

Facilities

 Ensure the ground, pavilion and changing rooms are clean and tidy

 Is the match pitch and equipment up to standard? (Goals, markings, nets/boards, lights, dug outs, scoreboard, etc)

 Have you ensured the pitch will be watered sufficiently?

 Do you have a scoreboard and volunteer to man it?

 Please ensure there are adequate lockable changing rooms for Officials and teams

 Set aside a room, toilet and washroom for Drug Free Sport NZ

 Please set up a media area with power and broadband internet connection 17

 Have you allocated an area for team video analysts/operators and their equipment? (Preferably behind one of the goals with a full view of the pitch, access to power and covered)

 Do you have adequate facilities (food, toilets) for the public?

 Do you have a sound/PA system in place at the ground?

 Have you received any Hockey NZ sponsors banners?

 Display the Hockey NZ sponsors banners as instructed

Teams/Officials

 Do you have a copy of the visiting team‟s travel/accommodation arrangements? (If applicable)

 Have you contacted the visiting teams and Officials and supplied them with the relevant information regarding match day arrangements i.e. roster system for changing rooms, whether or not there are facilities available for hot/colds etc.?

 Have you arranged to meet visiting teams and Officials at the airport? (If applicable)

 Have you arranged transport for Officials? (If applicable)

 Set up a control room for the Tournament/Match Director with access to a computer, phone, internet and fax machine

 Please appoint two match judges and inform the Hockey NZ Umpire Development Manager. (It is preferable that two judges are appointed to each match, however, if there are difficulties obtaining two then one will suffice)

 Ensure the match judges are aware of their roles and responsibilities

 Do you have the technical bench set up and the appropriate technical equipment (Stop Watches, Hooters, Substitution Cards, etc)

 Have you arranged for a Match Doctor/First Aid Provider to be at the grounds at least 1 hour prior to the match time?

 Please ensure the Match Doctor/First Aid Provider is made aware of their responsibilities

 Have you set up or arranged a medical facility/equipment (stretcher)?

 Do you have 80% Alcohol Solution to clean blood from the playing surface?

General

 Has Hockey NZ sent you the Match Sheet for the match(es) you are hosting?

 Please ensure a copy of the Match Sheet is available for the Tournament/Match Director, National Selectors (if applicable) and the media

 Have you received the Match Programme? (if applicable)

18  Please give copies of any Match Programme to the teams (20), Officials, National Selectors (if applicable) and media

 Are copies of the NHL Official Programme and Match Programme available for spectators?

 Do you have pre-match and half time entertainment organised?

 Do you have pre-match Music?

 Have you appointed a Match Announcer and do they have a copy of the Hockey NZ Script?

 Have you received copies of the Hockey NZ Passes to refer to?

 Do you have a gate set up and volunteers to man it?

 Recommended ground entry fees: Finals Adults $5.00 $10.00 School Children (5-17 years) $2.00 $2.00 Children (Under 5 years) FREE FREE Weekly Pass – Adult (Wellington) $30.00 Weekly Pass – School Children (Wellington) $10.00

Match

 Have you organised Ball Boys/Girls for the match? (Uniforms, mouth guards, shin pads)

 Please provide 7 White Kookaburra Elite hockey balls for the match. (Hockey NZ to supply match balls for rounds 3 – 7 and finals)

After match

 Please ensure your Match Announcer follows the Script and acknowledges the appropriate people/sponsors

 Have you arranged an "after match" function for teams and Officials? Optional

 Please ensure the results are phoned through to Julia King 027 291 2873 at full time (immediately following the conclusion of Round 1and 2 matches only)

 Please ensure the result of the match is sent to your local media (radio & newspaper)

OPC NEWS Friday 25 November 2011 Dear Teams of the 2011 Oceania Pacific Cup - Bula!

We look forward to working together with you to make this tournament a success.

The Oceania Pacific Cup (OPC) is an important event for the Oceania Region, FIH Competition points are on the line for some matches and it is vital that we set a high standard and compete in the spirit of Fair Play. Please see below a few reminders before we meet in Suva:

Passport Meeting - 3:30pm - Friday 2 December National Hockey Centre, Laucala Bay, Suva Passports of players must be produced at the meeting by Team Managers for proof of identity, nationality and age.

Technical Briefing/Managers Meeting - 4:00pm - Friday 2 December - Technical Director: AJ Small National Hockey Centre, Laucala Bay, Suva ALL managers must be present, and as outlined in the rules, please bring the following:  Completed signed registration forms with correct numbers, names, team colours, alternate strips, GK shirt colours and all details pertaining to team management staff filled out correctly. (This is the last opportunity to make changes to the team for the tournament.)  Samples of the clothing of their field players and goalkeepers (primary and alternate colours)  All playing equipment for approval prior to the commencement of an event. (This includes goalkeepers‟ headgear, hand protectors, leg guards and kickers together with any protective equipment such as face masks and hand protectors worn by field players.)

Rules are included as an attachment in this email: Please read and familiarise yourself with the detail, especially the adjustments to green cards, breaking at Penalty Corners, and the implementation of the Penalty Shootout. Also note numbers of team personnel in the dugout per team during matches.

Code of Conduct: We remind you that all participantsOPC are bound EXCHANGE by the FIH Code of Conduct. This is attached.

TournamentLack of equipment Entry: is the most significant problem for all Oceania Hockey Federation island Invoices for the Entry Fee per team $120 (Fijianmembers. Dollars) are attached with this email - payment to OHF direct via internet banking, or at Technical Briefing. With recent natural disasters having a huge impact on some of our Oceania island nations, any All the best for your final preparation.resources Safe are journey greatly - seeappreciated. you in Suva!

Gill Gemming - OPC CompetitionIf your team Manager can bring items to add to our Hanisi Visanti - OPC Tournament ManagerOPC Exchange that would be awesome!

20 PROFILES

OPC MANAGEMENT TEAM & VIP

Technical Director VIP AJ Small Leandro Negre AJ is an experienced Hockey facilitator and FIH President has held a number of committee roles within FIH President Leandro Negre comes from New Zealand's strongest hockey a strong hockey background in his native associations. AJ‟s knowledge of the rules Spain. He started his hockey career as a and appropriate application has seen him player at Olympic level for Spain. From progress within NZ as an umpire as well as there, he moved onto serving as the an administrator. Passionate about hockey, President of the Spanish Hockey AJ will bring dedication as well as attention to Federation from1984-1992. detail, as he takes on the role of TD at this years OPC. Leandro embarked on his international administrative career Umpire Manager when he took a post with the European Hockey Federation Steve Campbell on its Executive Board. From there, he was named the EHF Steve will be attending the OPC this year in President and was its representative on the FIH Executive his third year as UM. With 25 years Board. He has been a member of the FIH Executive Board experience on-the-ground officiating, as well since 1987. as umpiring the OPC Men‟s final in both 2008 Leandro Negre was elected the FIH President in 2008. –09, Steve‟s officiating credentials speak for themselves. Enthusiastic about Hockey and VIP the development of umpires in the Oceania Pam Elgar region, Steve will bring energy FIH Executive Board Member to the role and look to create a relaxed team environment to Oceania Hockey Federation President bring the best out in his umpires at this years OPC. Pam has held a number of governance roles and currently sits on the Executive Competition Manager Boards of FIH. Pam will chair a meeting of Gill Gemming member countries during the tournament. OHF - Continental Development Officer As OHF CDO her major role is support the VIP member nations develop their hockey Kaluwin Potuan capabilities. Gill‟s passion is coaching and OHF Vice President resource development. She also has vast President - Papua New Guinea Hockey experience in a number of management and Federation governance roles across a broad cross- Kaluwin sits on the Oceania Hockey section of the community. Formerly used as TD for the OPC Federation Executive Committee and will Tournament, a shift to Competition Manager will utilise Gills be taking on a role as a Technical Official strengths in a supporting role. at this OPC Tournament Manager VIP Hanisi Visanti Dr Robin Mitchell ONOC Fiji Hockey President Hanisi overseas the logistics and Oceania Olympic Committee President administration for the 2011 OPC Robin has an impressive CV of significant Tournament. A key figure in the preparation governance roles and has had an illustrious of the tournament, Hanisi runs the career as a sportsman, coach, doctor and a Organising Committee and is an integral part sports administrator of the set up and running of the OPC. VIP Administration Assistant Bob Claxton Litia Savu OHF Secretary Treasurer Fiji Hockey Administrator Bob has a background in all areas of the Tia is a key member of the Fijian Hockey sport from playing, coaching to Federation Administration. Tia will be administration. Based in Adelaide, assisting with administration and IT behind Australia, Bob will be taking on the role of the scenes to keep the OPC running Neutral Judge during the OPC. smoothly.

(Competition with teams of 16 players)

RAPPORT DE RENCONTRE MATCH REPORT

DATE HEURE POULE LIEU TERRAIN No du MATCH DATE TIME POOL VENUE PITCH MATCH NO.

RESULTAT / RESULT Pays / Country Final Pays / Country Final -- Mi-temps Half-time -- Prolongation Extra Time -- Penalty Shoot-out Penalty Shoot-out --

Vert Jaune Rouge Vert Jaune Rouge Au jeu No de Au jeu No de Noms Green Yellow Red Noms Green Yellow Red maillot maillot Time Time On Shirt No. Names    On Shirt No. Names   

Coach Coach CHEF D'EQUIPE CHEF D'EQUIPE TEAM MANAGER TEAM MANAGER

ARBITRE ARBITRE UMPIRE UMPIRE

JUGE JUGE JUDGE JUDGE

ASSISTANT TECHNIQUE ARBITRE RÉSERVE TECHNICAL OFFICER RESERVE UMPIRE

Pays/Country Minute No. Action Score Pays/Country Minute No. Action Score Pays/Country Minute No. Action Score ------Prolongation / Extra time: ------FG – Field Goal / PC – Penalty Corner / PS – Penalty Stroke REMARQUES REMARKS

22 INTERNATIONAL HOCKEY FEDERATION POLICIES AND PROCEDURES

Code of Conduct Date of Issue: January 2010 1. Introduction The FIH has full jurisdiction and authority over everything concerning hockey and the playing of hockey. Any person or National Association involved in any hockey competition agrees to comply with, but not limited to, all FIH Statutes and Bye-Laws, Rules of Hockey and FIH Tournament Regulations, FIH Anti-Doping Regulations, FIH Image Rights Policy and the Rules and Directives of the Code of Conduct.

2. Code of Conduct (i) The code is established to create awareness of and accountability for the promotion, administration, coaching and playing of the game of hockey. (ii) All participants are responsible for their own behaviour and conduct, and as such, accountable. (iii) It is the responsibility of the National Association of each participating team to instruct their players and team officials on the Code of Conduct. The National Associations shall share liability with their players and team officials should breaches occur of the terms of the FIH Statutes and Bye-Laws, etc as listed above. (iv) Complaints in relation to either misconduct or breaches of the terms of the Statutes and Bye-Laws and Rules and Regulations, etc, shall in the first instance be dealt with by the Tournament Director during the competition, or after the competition, by the FIH Hon. Secretary General, who in turn may refer and involve the FIH Judicial Commission.

3. Participants The Code of Conduct is applicable to each participant at any approved FIH tournament or any tournament approved by a Continental Federation or controlled by the IOC. It shall also provide direction for National Associations and clubs in regard to standards of conduct within their spheres of control.

Participants shall be considered: (i) All National Association team members and officials including players, team management, coach and coaching staff, medical staff, technical support staff and the duly appointed representatives of the National Associations of the participating teams. (ii) All FIH tournament officials including the FIH Representatives, Tournament Directors, Technical Officers, Umpires‟ Manager, Medical Officer, Media Officer, Judges and Umpires, and any other ad hoc officials appointed by the FIH or the organising committee. (iii) The host National Association representatives and the members of the organising committee.

4. Jurisdiction Given that each participant is subject to the FIH Statutes etc as above, the FIH is committed in maintaining the highest standards of behaviour and conduct. In pursuance of these standards, all participants shall observe also the following Rules and Directives: (i) Participants shall at all times conduct themselves fairly, properly and in an acceptable manner on the field of play and any part of the hockey venue/accommodation.

23 (ii) No person may conduct himself in a manner or commit any act or omission which may prejudice the interest of hockey or which may bring the game of hockey into disrepute. (iii) Without prejudice to the generality of the foregoing, the following shall be regarded as conduct which is improper, unfair, and unacceptable: (a) Verbal/physical abuse or hostility towards any other participant, person or any other member of the public. (b) Disputing, protesting and/or reacting in a provocative or disapproving manner in an inappropriate way toward any decision made by an umpire or official. (c) Feigning injury and/or overreacting to an alleged breach or decision (d) Charging or advancing towards an umpire or technical official in an aggressive manner when appealing. (e) Using rude or abusive language or hand signals. (f) Abuse of hockey equipment or clothing, venue equipment or fixtures and fittings. (g) Failure to comply with any directives respecting team dress protocols for medal presentation ceremonies (h) Any hostility, verbal or physical abuse towards an accredited AntiDoping Control Test Officer. (i) Any act that appears to, or is intended to, influence any participant or which may affect any decision, the outcome of any match or the tournament result. (e.g. an inducement in the form of money or gift)

5. Media Conferences It shall be compulsory for a team coach and team captain (or other nominated player as required by the Media Manager) to attend a media conference if requested.

6. Public Statements (i) The FIH defines a “public statement” as follows:

Any statement in which the whole, part or essence, is made public. Such a statement may be made in a newspaper, magazine, periodical or by any electronic (Internet, E-Mail, etc.) or other means through the medium of television, radio or in any other manner whatsoever, regardless of the circumstances in which the statement was made.

(ii) Public statements must be fair, constructive and reasonable and must not involve a personal attack on another player, umpire, appointed official or administrator.

(iii) The FIH recognises that fair and reasonable comments on the game in general are essentially in the interests of everyone. However, it further recognises that in the interest of maintaining the generally excellent relations that currently exist between players, umpires and officials, it is necessary to ensure that any such comment and criticism be constructive.

7. FIH Anti-Doping Regulations Each player and team staff member shall comply with the FIH Anti-Doping Regulations and they shall not direct any verbal or physical abuse or hostility towards Doping Control Test Officials. Any possession of dope-related drugs or drugs on the list of prohibited substances as mentioned in the FIH Anti-Doping Regulations and/or the WADA List of Prohibited Methods and Prohibited Substances, or the commission of any criminal offence relating to drugs, shall be handled in accordance with the FIH Anti-Doping Regulations.

24 No player, coaching staff, management team or any support staff who is currently serving any active sanction/punishment for a positive drug test shall be permitted to be involved in this tournament.

8. Gaming and Betting Participants shall not participate in, or be in any way involved with any form of betting or gaming activities, including online betting or gaming activities, related to the event in which they are participants.

9. Dress Code – Opening and/or Closing Ceremony At the opening and/or closing ceremony each team must wear the colours of its country as nominated by the Tournament Director.

10. Process In the event of an alleged breach of the Code of Conduct, the Tournament Director (TD), or person with the appropriate delegated authority, will determine if there is to be a hearing. The hearing will be conducted in accordance with the FIH Code of Conduct Process Guidelines.

TOURNAMENT DIRECTOR’S MANUAL

(This manual is designed as a guideline to assist Tournament Directors with the undertaking of their responsibilities)

26 1. PREFACE

1.1 Tournament Director

The Tournament Director for any tournament is normally appointed by Controlling body for the tournament eg FIH, OHF, National body (for the purpose of this document OHF is the body)

The Tournament Director (TD) is responsible for the day to day running of the tournament, ensuring the tournament is run according to National Federation Rules and FIH‟s Rules of Hockey.

1.2 Officials to help the Tournament Director where necessary

a. Tournament Administrator (TA) appointed by the Host Association in consultation with controlling body.

b. Judges appointed by the Host Association in consultation with the OHF and TD. Their number will depend on the number of grounds used and of matches to be played each day.

c. Umpires Manager/s appointed by OHF

d. Umpires who are appointed by OHF

1.3 Match Schedule The match schedule is agreed by OHF in co-operation with the Host Association. The match schedule is sent to the Tournament Director prior to the start of the tournament.

2. WHAT A TOURNAMENT DIRECTOR HAS TO DO PRIOR TO ARRIVAL AT THE VENUE

2.1 Travel Arrangements OHF should advise the Host Association of the travel arrangements as soon as possible.

2.2 Accommodation This is the responsibility of the OHF to arrange for T.D, UM and Umpires.

2.3 Transport Suitable transport arrangements to and from the venue should be arranged in discussion with the Host Association.

2.4 Contact Umpires Manager Liaise with Umpires‟ Manager regarding tournament information and other briefings to be sent to umpires. Forward information to umpires. Ensure all umpires have replied and have correct information.

2.5 Contact between T.D’s Where there are two T.D‟s or an A.T.D contact should be made to ensure all required information has been forwarded and where possible agree on a rough allocation of duties, liaise re travel arrangements, advise time of briefing meetings, and advise the Umpires Manager of accommodation needs. 2.6 Contact Judges To request travel arrangements, advise time of briefing, meetings, dress requirements (if any), and direct them to contact the umpire manager to request accommodation arrangements for the tournament. 27

2.7 Tournament Regulations These may be found on the Web site or forwarded to you by OHF.

2.8 Briefing Papers It is advisable to prepare your briefing papers before you leave home and consult with the Umpires Manager and Tournament Administrator regarding the time, place and agenda of the meetings.

2.9 Technical Equipment The host association supplies tables, chairs, team benches and shelter for the technical table, stop watches, substitute numbers, hooters; match sheets should be available from the Tournament Administrator‟s office. 3. WHAT HAS TO BE DONE ON ARRIVAL AND BEFORE THE START OF THE TOURNAMENT

3.1 Contact with the Organising Committee Check the timetable of the pre-tournament briefings and make sure that the briefing rooms are adequate for the numbers involved.  Agree on a time to inspect the pitch/es  Arrange your personal transport, if necessary, throughout your stay  Check if all necessary documents (especially match sheets, entry forms, appointment sheets, copies of tournament regulations, player registration, judicial sheets, penalty stroke sheets, guest players) are available  Check who is your liaison officer if necessary

3.2 Contact with Team Officials Check the time of arrival of all teams. Where possible, Managers should be asked to bring a sample of the teams playing uniform and alternative colours to the briefing meeting.

3.3 Inspection of grounds, technical equipment and facilities It is very important to check carefully the conditions of the pitches to be convinced that everything is according the “Plan of Ground” as published in the current “Rules of the Game of Hockey”. Pay special attention to the construction and/or positioning of goals, goal nets, goal board, penalty spots and flag posts, as well as measurements of goals and shooting circles. In many cases any errors will not be able to be changed before the tournament but this should be recorded in your report and the information relayed to Host.

Check the following:  The watering of the artificial surface when necessary  What medical facilities will be provided  Other technical equipment to be used through the tournament.  The arrangements for warm-up and the practice of the players before matches.  Changing room facilities for players and umpires and also what facilities are available for the Technical personnel These Checks need to be carried out as soon as possible after your arrival as the information is needed for the briefing meetings. 3.4 First Appointments of umpires and judges Well in advance prepare a list with the appointments of umpires, reserves and judges (where necessary) for the first day matches.

Guidelines: At the beginning of the tournament do not appoint umpires to officiate their own province. However for finals the two best umpires available at the tournament should be appointed. 28

Do not appoint umpires too often for the same team or with the same colleague.

When possible during the first round of games try to appoint more experienced umpires with one of lesser experience.

Try to be fair to all umpires in the number of appointments for each of them, but be sure that you appoint the best umpires for the most important matches.

3.5 Team Managers’ briefing

a. Information

See Technical Briefing sheet appended at the end to this manual

Check Managers contact numbers.

b. Instructions should include:

Team Managers are to deliver to the Control Office at least 30 minutes before the start of the game, a sheet with the names and numbers of the players beginning the match (starting line-up if appropriate)

The Manager and their team will report to the Judges table 15 minutes before the start of the game.

Practice on the pitch is dependent on the guidelines agreed at the Managers‟ meeting.

Captains are obliged to wear an armband or similar identification and should the captain be suspended then another is appointed in their place.

Players are normally not allowed to leave the pitch during half time, but if they do it is only with the prior agreement of the Tournament Director. All sticks and goalkeepers‟ helmets and gloves must remain on the pitch or in the bench area in the case of watering. All players and officials must return to the pitch two minutes before the start of the second half.

It is forbidden for team officials to enter the ground during the match or at any stoppage of the match without the prior permission of the umpires.

3.6 Umpires briefing

Check whether the Umpires Manager and all umpires are present and have copies of the Tournament regulations.

When necessary identify and introduce the Umpires Manager and umpires to each other.

a. Information

Run through the briefing presented at the Managers‟ Meeting.

Agree ways of communicating with the bench during the game (where necessary) time calls for the beginning of the game, tossing for ends and possession. 29

Decide together the procedure for the use of the warning cards and how points will be awarded.

Inform umpires of your intentions of when you are going to publish appointments, copies will be given to the Umpires‟ Manager but it is the umpires‟ responsibility to check appointments before leaving the grounds especially if they are not living in the organised accommodation.

Inform them of your phone number in case personal contact is required.

b. Technical Procedures

Umpires need to discuss with their fellow umpire any aspects of umpiring related to the game that need agreement. (The Umpires Manager should give instructions for this process).

Ensure each Captain wears an armband or similar identifying item.

Ensure that in the case of time-stopping their stop signal is confirmed.

Not to start or restart the game before a clear signal has been given.

The procedures with regards to admission of medical help to the ground in the case of injuries and substitutions.

Not to sign the match sheet (scorecard) before it is signed by both team managers.

Not to leave the ground after a game without agreement of the Tournament Director.

Before closing the meeting, announce the first appointments.

Whenever possible it is useful for the Umpires Manager to lead a technical briefing on the interpretation of the Rules of the game. Its length will depend on the importance of the tournament, number of umpires officiating and the prior experience of the umpires present. Consult with the Umpires Manager about the agenda prior to the briefing. It is of paramount importance to stress the necessity of being a team and acting as such.

Finally, advise umpires of the channels of communication available to them.

3.7 Judges Briefing Check to see if all judges are present.

a. Information

Make sure they all have information about accommodation and transport.

Make a list of contact telephone numbers.

Hand out a copy of tournament regulations and request they study them.

Give any special explanation of substitutions, extra time, penalty stroke competition and half time.

30 Inform them of your intentions about the release of appointments.

Agree on suitable dress on the table especially in unfavourable weather.

Distribute “Instructions to Judges” and comment as necessary.

4. WHAT A TOURNAMENT DIRECTOR HAS TO DO DURING THE TOURNAMENT

Consult with the Umpires Manager on a regular basis, on appointments and any problems arising from match play.

4.1 Appointments Appoint the officials in charge for each match. This is ideally done 12 hours in advance or earlier. The appointments should be circulated to all personnel involved.

4.2 Before the start of the game Everyday at least one hour before the start of the game inspect the pitch/pitches to be used that day.

Be at the ground 30 minutes before the start of the game to check that the officials are present and that all details in the briefings are observed.

Start the game on time.

4.3 During the game The technical control of the game is the entire responsibility of the Umpires.

The Tournament Director‟s responsibility is to control other aspects of the game such as:

Performance of the umpires

Ensure that the tournament regulations are correctly applied especially  Substitution of players  Admission to the pitch  Duration of the game

Deal firmly with any unforeseen incidents such as  Crowd misconduct which interferes with the game  Unsafe weather conditions  Interference of photographers

Control  Extra time (if any)  Penalty stroke competition (if any)  The conduct of the persons on the team benches

4.4 After the game a. Before leaving the table unless otherwise provided for:

Complete the match sheet (or team cards if used) with the umpires, checking scores both full time and half time, scorers, warning cards issued, substitutions.

Complete the signatures – team manager, umpires, judges, technical director.

31 In the case of protest enforce the correct application of the regulations.

b. Be in your office later

Send the original match sheet to the Tournament Administrator. File a copy of the match sheet.

Record all information and statistics you may need to complete your report to OHF.

Assemble your comments on Umpires.

If necessary inform the Tournament Administrator of any protest and / or recommended suspension.

5. WHAT TOURNAMENT DIRECTOR HAS TO DO WHEN THE TOURNAMENT IS OVER

5.1 Before leaving the venue

Where possible discuss the overall performance of each umpire with the Umpires Manager and the umpire.

Collect together all necessary documents, forward copies of reports and scores to the OHF.

5.2 Once back home Write your report, which must include a ranking of the umpires at the tournament. Umpires who are of the same standard may be ranked equal.

Include a comment for each umpire on their progress during the tournament and any areas on their progress during the tournament and any areas you feel they should work on to improve.

Send your report within 21 days to OHF

32 TECHNICAL BRIEFING SUGGESTIONS OF AREAS TO BE COVERED Check with local Tournament Manager or Controller as to areas that they will cover

STARTING LINE UP - Team lists as declared at this meeting – please advise any number changes as required. - Eligibility checks eg passports

STICK CHECKS - 20 Minutes prior to the first game of the tournament for each team – Managers please have all team gear ready (including GK gear).

HALF TIME - 5-10 minutes depending on watering requirements

SUBSTITUTIONS - At halfway [from in front of team bench] – on bench side of field only - No substitutes from when a penalty corner is awarded until it is over - GK substitutions will be assisted by the reserve umpire

GAME BALLS - As agreed by both managers if teams supplying balls - If no agreement the ball is a white Kookaburra Elite

INJURIES - Umpire will check injured player before allowing medical entry to the pitch - No injury treatment on the pitch – “medical bag” is not to be taken on. Injured player requiring treatment to leave field and not return for 2 minutes (with the exception of the GK as per tournament/ FIH rules)

BLOOD RULES - Bleeding player leaves pitch for treatment /cover wound - Blood stained clothing is replaced before player re-enters pitch - Blood on pitch is treated - Time stopped for substitution

CAPTAIN - Responsible for conduct of players on pitch - Identified by an arm band

MANAGER - Accessible at the bench during the game - Responsible for conduct of the „bench‟ - Responsible for dress of team

COLOUR CLASHES - Are there any? - Alternate colour

CARDS - Advise re points system - Touch on timing requirements of the bench regarding cards MATCH REFEREE & JUDICIAL COMMITTEE - (Membership) - (Function)

33 JURY OF APPEAL - (Membership) - (Function)

PROTEST - Game sheet – indicate „under protest‟ - Protest received in writing within one hour of the end of the match – accompanied by $50.00

POLICIES - Explain OHF Policies. Head Injuries, Drug, Alcohol free, Drug free, Smoke free, Code of Conduct and Mouth Guard Policy

TECHNICAL PERSONNEL AND COMMUNICATION

34 Finance/Administration

Document example:

- Tournament Budget (Oceania Hockey Federation) - Guidelines for Tournament Turf Charges (Hockey NZ)

Web links:

- nil

35 2011 OPC Budget

Forecasted Income

Sponsorship Ministry of Sport Grant $ 8,000.00 Tourism Fiji $ 5,000.00 Minor Sponsors $ 2,500.00

Other Bar sales $ 15,000.00 Caterers fee $30/day for 7 days $ 210.00 Ice sales $ 300.00 Entry Fees $ 1,000.00 Program Sales $ 100.00

Forecasted Income $ 32,110.00

Forecasted Expenditure

Transportation Fuel $ 300.00 $ 300.00

Volunteers Bar Staff T-shirts 12 t-shirts @ $20/t-shirt $ 240.00 Morning Tea 25 packs @ $2.50/pack for 7 days $ 437.50 Lunch 25 packs @ $5/pack for 7 days $ 875.00 Afternoon Tea 25 packs @ $2.50/pack for 7 days $ 437.50 Dinner 25 packs @ $5/pack for 7 days $ 875.00 Drink $20/day for 7 days $ 140.00 Closing Ceremony Meal and Drink $ 500.00 $ 3,505.00

Opening Ceremony Entertainment $ 1,000.00 Hall Hire - Motel 6 $ 900.00 Catering 200 pax @ $25 $ 7,500.00 Glassware $ 550.00 Miscellaneous $ 300.00 $ 10,250.00

Closing Ceremony Gifts $ 1,000.00 MVP Trophies $ 1,000.00 $ 2,000.00

Accreditation Laminating Pouches $ 100.00 Shell Necklaces $ 300.00 Ribbon $ 10.00 Paper $ 10.00 Food and Drink x 2 $ 120.00 $ 540.00 36 Managers Packs Folders $ 30.00 Whiteboard Markers $ 30.00 Paper $ 10.00 $ 70.00

Competition Printing of Leaderboards $ 120.00 Photocopy Hire $ 200.00 Lamination of Leaderboards $ 30.00 Blu-tack $ 20.00 Laminating sheets $ 15.00 Paper $ 10.00 Whiteboard Markers $ 30.00 Pens $ 30.00 Folders $ 15.00 Sacks $ 20.00 Pigeon holes $ 30.00 CD/DVD's $ 30.00 $ 550.00

Media and Public Relations Paper $ 10.00 Folders $ 10.00 Refreshments $ 50.00 Advertising $ 1,000.00 $ 1,070.00

Salaries and Wages Driver Wages for 10 days 10 days @ $30/day $ 300.00 Administrator 3 weeks @ $100/week + 8 weeks @ $200/week $ 1,900.00 Security 10 days @ $30/day x 3 $ 900.00 Cleaners 10 days @ $30 x 2 $ 600.00 Photographer $ 500.00 Bar Manager $45 x 2days $ 90.00 Bar Staff (2 Days) 8 staff @ $30/night $ 480.00 $ 4,770.00

Officials Lunch 25 packs @ $5/pack for 7 days $ 875.00 Water 14L/day for 7 days $ 150.00 $ 1,025.00

Organising Committee Lunch 10 packs @ $5/pack for 7 days $ 350.00 Water 14L/day for 7 days $ 150.00 $ 500.00

Media Refreshments 10 pax @ $5 for 7 days $ 350.00 Water 20 pax @ $3 for 7 days $ 420.00 $ 770.00

VIP 37 VIP Umbrellas $ 100.00 Food $50/day for 7 Days $ 350.00 Drink $30/day for 7 Days $ 210.00 $ 660.00

Venue Venue Hire 9 hrs/day for 7 days @ $225/hr $ 14,175.00 Tent Hire $ 500.00 Furniture Hire (including lighting) $ 1,500.00 Freezer Hire $ 1,000.00 Bar Top Construction $ 500.00 Scoreboard Construction $ 300.00 $ 17,975.00

Program Program Printing $ 500.00 $ 500.00

Adopt a Team Refreshments $50 x 7 teams x 6 days $ 2,100.00 Starter Packs $50 x 7 teams $ 350.00 $ 2,450.00

Cleaning Supplies Toilet Paper $ 200.00 Detergent $ 100.00 Mops $ 20.00 Gloves $ 20.00 Buckets $ 20.00 Sponges $ 10.00 Paper Towels $ 20.00 $ 390.00

Bar Stock $ 10,000.00 $ 10,000.00

Medical First Aid Supplies $ 400.00 $ 400.00

Plus 15% contingency $ 8,658.75

Forecasted Expenditure $ 66,383.75

Forecasted Profit / Deficit -$ 34,273.75

38 39 Volunteers

Document example:

- Ball Attendant Training & Protocol

Web links:

- nil

40 BALL ATTENDANT TRAINING & PROTOCOL

Key Tasks:  Work with other ball attendants as a team  Attend and undertake designated trainings  Efficient delivery of rolled ball into field of play or placement of ball onto sideline  Retrieval of balls once they have left the field of play  Collecting safety equipment after a Penalty Corner and placing behind the goal  Signal to other attendants that you have extra balls in your possession and roll spare ball to attendant missing a ball  Signal to other attendants that you are missing a ball  Return of balls during warm up period  Punctual to assigned matches  Attired correctly in sponsored clothing  Ensure the SHF is not bought into disrepute and no public criticism is made of any SHF policy issues.

Criteria for Selection:  Aged between 15 - 19 (this level of maturity ensures a degree of safety)  Preferably 1st XI hockey player, a representative hockey player or qualified Junior Badged umpire  Mobile and physically fit Specific Details Before Game:  Early notification of illness, transport difficulties or other problems to Ball Attendant Manager (BAM)  Report to BAM 60mins before game time  Correct uniform dress and suitable footwear  Hydrate and put on protective sun cream before going onto pitch  Warm up as a team

Match Warm Up:  Team Leader leads players onto halfway line – spread evenly out across pitch  4 face one goal and the other 4 face the opposite goal (alternate)  Ball Attendants collect any loose balls from the teams and roll back safely towards area(s) that the team is practising in

Halfway X O X O X O X O

41 Start of Game:

 If there are to be anthems Ball Attendants pair up, carrying a ball each and lead the teams out to the middle  Peel off to right and left 4 ball attendants to be at each end facing stadium  Once introductions and anthems played teams will do last preparations and ball attendants will take up places  As part of their warm up the 4 Ball Attendants jog together to opposite goal as in diagram below. Face opposite goal and move off to places

A B C D

X O X O X O X O

D C B A During Game:

 Keep alert at all times facing the field of play, standing well back by the fencing  If you are in front of the Technical Bench, make sure you position yourself to the side of their area, or crouch down, so their view is not obstructed at any time - this is very important  Move position in your zone to anticipate where ball may go out of play  Focus on spot ball crosses line – place spare ball on that spot then move away out of players way and retrieve other ball  If there is already a ball on the field do not roll another on – players must use that – even if they indicate for you to throw them one  Ball Attendants at the A and D positions also need to watch the umpires arms for long corners, 16yds, PCs  If there is a concrete wall around the pitch watch that the ball does not rebound back onto the field – in which case the player will use that  If you find yourself in possession of extra balls then hold both hands up above your head. Identify attendant who needs a ball – roll ball close to fence to that person or relay it through B if it has to go from A to C  If you have no ball hold 1 hand up above your head to attract the attention of the other Ball Attendants  A and D Ball attendants will often have to roll a ball to each other behind the goal.

42 Halftime:

 4 on each side collect on their side-line at halfway  Run off turf to get hydrated, food – ensuring that the players have cleared the area first  Return to pitch just before players  Run to middle – peel off, the same as at the start of the match, to opposite goals and then to positions

End of Game:

 Do the same as Halftime  Check roster for next duty match

43 Job Descriptions

Document example:

- Job Description Example – Team Liaison Officer - Job Description Example – Operations Manager

Web links:

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JOB DESCRIPTION – TEAM LIASION OFFICER

Position: Team Liaison Officer Responsible to: Tournament Manager Key Relationships With: Teams, Liaison Officers

Main Objectives:

 The team is well cared for, well organised, and well informed to meet all the requirements of the Tournament

Key Tasks  To be responsible for specific team needs.  To meet incoming teams at the airport or hotel and farewell teams on departure.  To be familiar with playing/ training schedules and coordinate all team transport.  Ensure that team members have the correct accreditation.  Offer general advice to team management on local issues (i.e. shopping, medical, and dining).  To be familiar with the team‟s customs and special requirements and be prepared to spend extra time with the team management and members.  To check turf training times for the team.  To provide teams with maps and directions where necessary.

I have read and understand the tasks and responsibilities listed above.

Signed:

Date:

JOB DESCRIPTION – OPERATIONS MANAGER

Position: Operations Manager Responsible to: Tournament Manager Key Relationships With: Administration Officer, Stadium Manager, Accounts Officer, OHF Technical Officials, Technical and Ceremonial Committee. Main Objectives:

 To ensure that the operational functions for the tournament are efficiently carried out  To manage and oversee the: - Medical Officer - First Aid Officer - Results and Statistics Officer – Results and Statistics will be together - Protocol Officer - Media Officer - Competitions Officer - Ball Attendant Officer - Tournament Announcer

Key Tasks  Ensure all medical issues relating to teams and officials are catered for.  Ensure all television requirements are catered for.  Ensure all ground communication aspects of the tournament are catered for.  Ensure all results and statistical requirements of the tournament are undertaken in a timely manner.  Ensure all protocols are known and undertaken in an appropriate manner and time.  Ensure all radio and print media requirements are met.  Ensure all technical requirements prior to, during, and after the match are met.  Ensure an opportunity is created to promote hockey in schools by activities that have a direct link to the tournament.  To ensure Ball Attendants are identified, trained, and managed effectively.  Ensure that all ground announcements, anthems, and music are carried out within the time schedule allocation.

I have read and understand the tasks and responsibilities listed above.

Signed:

Date:

46 Event Evaluation

Document example:

- Tournament Evaluation - Host Country Report

Web links:

- nil

47 TOURNAMENT EVALUATION HOSTING COUNTRY REPORT (SELF- EVALUATION FOR THE ORGANISATION OF A TOURNAMENT) Organising Country: Competition: Venue: Dates: Association Evaluator:

A = EXCEEDED STANDARD B = MET STANDARD C = DID NOT MEET STANDARD

1. ADMINISTRATION/INFORMATION A B C 4. FOOD & BEVERAGE A B C Match Sheets/Regulations VIP‟s/Officials Briefing Meetings Spectators Secretariat/TD office 5. OTHER FACILITIES A B C 2. STADIUM Clock/Score board Changing rooms A B C Ball boys/girls Teams Media facilities Officials and Umpires Medical/First aid Alcohol Solution for Blood on pitch Toilets Teams Security control Officials Spectator Seating Spectators Reserved Parking

Relax Rooms Officials 6. CO-OPERATION A B C Teams Liaison Officers Local organisers with Technical Director Technical Table A B C Volunteers Position and protection Documents/Equipment 7. SPONSORS A B C Banners displayed Dugouts Protection Hospitality Area Position/Comfort 8. CEREMONIES A B C Other A B C Post Tournament Presentations Spectator control Public Address System 9. RESULTS A B C Team Video Area Results Board Smoke Free FIH Oceania HF 3. PITCH A B C Website Competition Pitch Warm up Pitch 10. TEST MATCH PROGRAMME A B C Watering Accuracy Markings and Flags Availability Goals Floodlights Balls

TOURNAMENT HOST REPORT

COMMENTS / RECOMMENDATIONS RE ORGANISATION OF TOURNAMENT

Comments: (Compulsory for "C"- marks):

Recommendations for Areas of Improvement:

49 TOURNAMENT HOST REPORT

GENERAL INFORMATION

Number of Spectators:

T.V. Coverage:

Radio Coverage:

Newspaper Coverage:

Attendance of VIP‟s:

Additional Information and Comments (if any):

50 TOURNAMENT EVALUATION CRITERIA

1. ADMINISTRATION/INFORMATION Exceeded Standard Met Standard Did not meet Standard TD has a copy of match Appropriate information not Match Sheets / Regulations sheet/s and regulations provided Venue and time advised No meeting time or venue Briefing Meetings and all in attendance advised Separate office with Office with access to Office area without Secretariat/TD office access to Telephone, Fax Telephone, Fax and Telephone, Fax or and Computer for TD Computer for TD Computer

2. STADIUM Exceeded Standard Met Standard Did not meet Standard Minimum of two (2) Four (4) or more changing Less than two (2) changing changing rooms available Changing Rooms -Teams rooms available on site rooms on site on site Designated changing room Designated changing room with showers, social No changing room or too Changing Rooms - Officials able to cope with numbers facilities and extra space small to cope of Umpires and Officials for Umpires and Officials Separate toilets, no Limited number of toilets for Adequate number of Toilets - Teams queues, exceptionally players, not clean or clean serviced toilets for players insufficiently serviced Separate toilet for Officials Adequate number of Limited number of toilets for Toilets - Officials only and exceptionally serviced toilets for Officials, officials, toilets not easily clean easily accessible accessible or not clean Surplus availability, no Adequate number of clean Limited number of toilets for queues, exceptionally Toilets - Spectators and serviced toilets for spectators, not clean clean spectators Separate room for officials Pavilion area for officials to Relax Room -Officials No area for officials to relax to relax relax between games Separate area for teams Pavilion area where teams No area for teams to relax only to relax in before or Relax Room - Teams can relax before and after game/s after game/s Table and chairs for four Technical Officials table - (4), positioned between Table and chairs for four (4)

Position and protection dugouts and protected from positioned between dugouts the elements Hooters, substitution Electronic equipment Any of hooter, substitution Technical Officials table - boards, match sheets, time provided in addition to boards, match sheets, time Documents/Equipment clock and spare balls standard requirements clock or balls not supplied supplied Roll down, plastic water Protected from the elements No team dugout area or Dugouts - Protection protectors installed and danger from the field inadequate protection Positioned on either side of Not positioned in Elevated team seating at Technical table, well back appropriate area or no team Dugouts - Position/Comfort front edge of dugout from pitch and able to seat seating at least seven (7) Seating and good viewing Ample viewing area for Limited viewing access for Spectator control for all spectators spectators spectators Concise, audible sound Superior voice and music No public address system or Public Address System system for the whole transmission not clearly audible stadium Fully covered video Team Video Area platform at one end of the Designated team video area No designated video area Stadium Visible signs and public address messages re No smokers in any area of Smokers visible Smoke Free Smoke Free status of the Venue tournament and venue

3. PITCH Exceeded Standard Met Standard Did not meet Standard Artificial surface that does Artificial surface with no hint Artificial surface that is Competition Pitch not show signs of wear or of danger to players and worn, in poor repair with defects officials potential for danger Artificial surface that does Artificial surface in good Artificial surface that is Warm Up Pitch not show signs of wear or repair with no hint of danger worn, in poor repair with defects to players and officials potential for danger

51 3. PITCH Exceeded Standard Met Standard Did not meet Standard Watering system that adequately covers the Turf always evenly watered playing surface and is Turf regularly unevenly Watering with not wet spectators or controlled in a way that watered, spectators and dugouts does not regularly spray dugouts regularly wet spectators and dugout interiors Clear, visible and freshly Markings not clear or prepared markings and Clear, visible markings and accurate. No Flags Markings and Flags secure corner flags flags to FIH standard provided or not to FIH offering no danger to standard players and umpires Freshly painted goals to Goals and netting to FIH Goals and netting in need of Goals FIH standard with hole- standard repair free netting and no defects > 500 lux with all lamps 500 lux with all lamps < 500 lux or not all lamps Floodlights operational operational operational Quality Kookaburra Elite Quality Kookaburra Elite

Balls match balls supplied match balls not supplied

4. FOOD & BEVERAGE Exceeded Standard Met Standard Did not meet Standard Separate area reserved for Available, accessible and Not available or easily VIP‟s/Officials VIP/Officials catering presentable accessible Available, accessible and Not available or easily Spectators presentable accessible

5. OTHER FACILITIES Exceeded Standard Met Standard Did not meet Standard

Visible electronic Scoreboard visible by No visible clock/scoreboard Clock/Score board clock/scoreboard teams, spectators and officials Ball boys/girls available for Ball boys/girls available for No ball boys/girls at Ball boys/girls all games finals tournament Designated area for media Separate media room with Media facilities laptops and covered No designated media area internet access viewing St Johns and medical doctor St Johns or equivalent No first aid personnel Medical/First Aid available available throughout the available for the entire event tournament Alcohol solution available Designated volunteers to No alcohol solution Alcohol Solution for Blood on pitch and easily accessible at TD apply alcohol solution available bench Surplus of clearly visible Sufficient personnel present No personnel available to volunteers operating main Security control to control main access control main access areas access areas areas Ample seating with good Not enough seating viewing and adequate Adequate seating with good Spectator Seating provided protection viewing and protection Ample reserved parking for Adequate reserved parking Reserved Parking VIP‟s and Officials manned No reserved parking by volunteers for VIP‟s and officials

6. CO-OPERATION Exceeded Standard Met Standard Did not meet Standard Liaison Officers for each Team Each team has a Exceptional relationship No designated liaison officers Manager designated liaison officer Exceptional relationship, Less than ideal working nothing is too much trouble, A good working relationship Local organisers with Technical relationship. Not all TD more done for TD than exists with local organisers. Director needs met expected All TD needs are met Sufficient volunteers More than the required Not enough volunteers on employed to ensure Volunteers number of volunteers hand to assist – some tasks allocated tasks are present to complete tasks not completed completed satisfactorily

7. SPONSORS Exceeded Standard Met Standard Did not meet Standard Banners supplemented, Banners not displayed as Banners erected and Banners displayed displayed with initiative and requested or poorly maintained in good order flair displayed Serviced, private area Designated area set up with Hospitality Area No designated area provided provided hospitality provided

52 8. CEREMONIES Exceeded Standard Met Standard Did not meet Standard Well planned and executed Ceremony incorporated ceremony that Ceremony clearly not unique elements for added Post Tournament Presentations acknowledges volunteers, planned or well presented impact teams, officials and portrays hockey in a good light

9. TOURNAMENT RESULTS Exceeded Standard Met Standard Did not meet Standard Results updated after each Results updated after each Results not updated after Results Board game and professionally game and displayed in a each game displayed in a public area public area Results displayed on FIH Results emailed or faxed to Results not communicated FIH website FIH Office on day of match on day of match Final results and paperwork Failed to furnish report by Oceania HF returned to Oceania HF deadline within one week Website updated with result Website not updated on within half an hour of match Website updated within one Website day of match finish hour of match finish

10. TOURNAMENT PROGRAMME Exceeded Standard Met Standard Did not meet Standard A superior production incorporating colour, few Accurate information listed in Accuracy Too many inaccuracies errors, sponsors clearly the programme acknowledged Delivered to teams and Available to all team Not enough provided for all Availability officials with plenty of members, officials and parties spares available spectators

Section 2 Venue

54 Match Protocol

Document example:

- Pre Match Countdown Protocol

Web links:

- nil

Oceania Pacific Cup Pre-match protocol and timings for all matches

60 min: One hour before the match - The team manager will have submitted their starting lineups to the Technical Official/Match Director or Assistant TD.

30 min: Teams will be allowed onto the turf (at the discretion of the TD, Technical Official/Match Director).

20 min: The Technical Official/Match Director will inform the umpires and the team managers that the 20 min countdown (to the start of the match) has begun.

20 min: Countdown begins.

During this time, the TO/MD, judges and umpires should be taking note of team colours, goalie colours, and any other points of interest that could lead to problems before the start of the game. These aspects should be sorted as early as possible. Captains should be identified and armbands worn. The umpires should conduct the toss.

10 min: All non-playing team members and officials not on the match sheet to leave field and dugouts.

5 min*: Clear the turf - all balls, cones, team personnel etc to be removed.

2 min*: Teams lineup along sideline in front of the technical area/team dugouts. Umpires in the middle, ball attendants at each end.

1 min*: Umpires lead out, teams follow behind. Walk to centre of field, fan out, turn and face the crowd/flags (decided beforehand by TO/MD). Teams then take their respective positions and prepare for starting whistle.

(*NOTE: If anthems are to be played the three above time sequences become 7min, 5 min, 4 min).

20 seconds: Technical Official/Match Director to begin countdown – visibly out on pitch. Team managers to remind players on the pitch that the game will start on t=0. Begin 1st half: Game starts on umpire’s whistle at t=0.

Half time: Technical Bench to start a 10 min countdown. 2 min: Players should be back in the dugout to prepare for the beginning of the second half (judges may need to remind teams).

1 min: Players take the field ready to play.

20 seconds: TO/MD countdown for re-start.

Begin 2nd half: Game starts on umpire’s whistle at t=0.

56 Pitch and Venue Requirements

Document example:

- Venue / Facility Checklist (Hockey NZ) - Host Association Checklist (Hockey NZ)

Web links:

- FIH Pitch Standards - http://www.fih.ch/en/fih/sport/pitches

57 NATIONAL HOCKEY LEAGUE VENUE/FACILITIES CHECKLIST

Parking  Adequate, convenient and secure reserved parking area for teams and officials  Adequate, convenient and secure parking facilities for spectators

Entry  Access to venue through a controlled entranceway  Well sign posted, with admission prices listed  Secure area for cash handling  Must be manned by at least two people for control and security purposes

Changing Rooms  All areas are to be thoroughly cleaned before the match(es)  Lockable changing rooms with toilets and showers for all teams and Officials  When more than two matches are being played at the venue on any given day an appropriate roster system for changing rooms needs to be established and communicated to all teams and Officials  Meeting room/area for Officials  Private room with toilet and washroom for Drug Free Sport NZ  An area for teams to relax before and after matches available on request

Technical Officials  The Tournament Director/Match Director must have access to an office with a computer, photocopier, phone line, broadband internet access and fax machine  A Technical Bench needs to be positioned on the side of the pitch at the halfway line between the two team dugouts and must have visibility of the entire pitch  The Technical Bench must be sheltered from the elements and watering system  There must be three seats for the Officials and two seats, one either side of the Bench, for temporarily suspended players  The Technical Bench requires the following equipment: - 3 stopwatches - 2 hooters - 3 copies of the official match sheets - Substitution boards - A 2 inch hockey stick measuring ring - Access to power outlets - Any other equipment requested by the TD or Hockey New Zealand

Dugouts  Sufficient dugouts for two teams – all the team management, team reserves and gear – there must be seating available for a minimum of 7 people  Positioned either side of the Technical Bench  The dugouts must be sheltered from the elements and watering system  Must be secure with no access permitted to the area by the public

Scoreboard  A scoreboard visible to the majority of the spectators  Appropriate team names as per the NHL regions  Appropriate numbers for goals scored  Must be manned either by a ball person or specific score keeper

Match Pitch 58  Artificial Water Turf of the appropriate dimensions for the sport of hockey as deemed by FIH standards  The pitch is to be clean and free from debris and rubbish  The lines are to be visible and correct as per the FIH standards  Goals are to be the correct size and in good condition – no holes in the netting or backboards and no sharp edges  Movable/flexible corner flags  Adequate fencing and back netting to ensure the safety of spectators

Watering System  Appropriate watering system for the playing surface – maybe a combination of jets and handheld hoses will be the best option  Adequate wetting of the surface prior to the match  Watering at half-time when/if required or requested

Team Video Platform  A covered video platform, positioned behind the goal at one end of the pitch  Access to power outlets  Sufficient room for at least 4 video analysts/operators and their equipment

Medical Facilities  80% Alcohol Solution available for blood on playing surface  Appropriate Treatment room made available for the Match Doctor  Ensure there is a stretcher at the grounds  Ensure there is access for an ambulance into the grounds if required

Spectators  Sufficient and safe viewing areas for spectators  Access to the stadium area  Adequate, accessible and clean toilets for spectators  Food and beverage outlets available

Sound System  Ability to play music before the match, when goals are scored, at half-time and after the match  Needs to be loud enough for all spectators to hear the announcements and music  Controlled by a match announcer with appropriate script  Must include a mobile microphone for presentations on the match pitch after the final

Media Area  Media area with access to power outlets, broadband internet access and a phone line  Must be able to easily view the match  Provide a table, chairs and NHL promotional/match material (programmes, match sheets)

National Selectors  Private seating area  Must be able to view the match  Provide NHL promotional/match material (programmes, match sheets)

59 NHL HOST ASSOCIATION CHECK LIST

PLEASE ENSURE THIS FORM IS FULLY COMPLETED PRIOR TO HOSTING EACH NHL MATCH

Before the NHL commences please check the following:

 Have you set up an NHL organising committee? (Facilities, Publicity/Promotion, Teams/Officials, Medical, Volunteers, Financial, etc)

 Have you received your copy of the NHL Association Manual?

 Do you have a copy of the NHL Media Pack and have you forwarded this onto the media (local radio stations, newspapers)

 Have you made an effort to promote and profile each NHL match?

 Have you received NHL posters and displayed these: . around the ground . in shopping malls . in schools

 Have you received the NHL Official Programme?

 Have you given a NHL Official Programme to your teams and team management?

 Please send to the Hockey NZ office, a copy of any coverage you receive in your local newspaper regarding the NHL and your team/s (on a weekly basis)

Before each NHL match you host please check the following:

 Follow the NHL “Host Association Responsibilities” and “Tournament Director Responsibilities”

 Have you recruited enough volunteers to ensure every aspect of hosting the matches is covered?

Facilities

 Ensure the ground, pavilion and changing rooms are clean and tidy

 Is the match pitch and equipment up to standard? (Goals, markings, nets/boards, lights, dug outs, scoreboard, etc)

 Have you ensured the pitch will be watered sufficiently?

 Do you have a scoreboard and volunteer to man it?

 Please ensure there are adequate lockable changing rooms for Officials and teams

60  Set aside a room, toilet and washroom for Drug Free Sport NZ

 Please set up a media area with power and broadband internet connection